time management for professionals
TRANSCRIPT
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Time Management 1
TIME MANAGEMENT
Cathy Cousear
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Time Management
• Definition: the management of time in order to make the most out of it.
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Lack of Time Management Causes:
• Failure to anticipate problems• Poor organization • Little time to plan
Inadequate Preparation
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Common Time Wasters• Being reactive- no planning• Procrastination• Frequent interruptions or distractions• A non-effective organizing system• Inability to say no
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Time History
First Generation- Clocks, Watches
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Time History
Second Generation- Calendar
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Time History• Third Generation- Personal Organizer
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Time History• Fourth Generation- efficient and
proactive
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Plan Your Day in Advance• Take 30 minutes day to plan your day.
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Task List• Writing what you do increases your
productivity.• It is a an inventory tool that serves as an
alternative to memory.• ABC Method-tasks to be done within a
day, a week, a month
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Pareto Analysis• 80% of tasks can be completed in 20%
of the disposable time. The remaining 20% of tasks will take up 80% of the time.
• It is recommended that tasks that fall into the first category be assigned a higher priority.
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Time Management MatrixUrgent Not Urgent Status
1. Activities:CrisisPressing problemsDeadline-driven
projects
2. Activities:Prevention, activitiesRelationship buildingRecognizing new opportunities, planningrecreation
Important
3. ActivitiesInterruptions, some callsSome mail, reportsMeetings, pressing mattersPopular activities
Not Important
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Built in Time for the Unexpected• An emergency with the participants’• Phone calls from families, programs, or
residence• Emergency meetings
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Control when Communication with Others• Incoming phone calls• Outgoing phone calls• Visitors• Checking emails
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FIT• “Fit” allows us to maximize our
productivity given constraints.• 15 minutes in your schedule• It is more efficient to complete task that
would require 15 minutes• Than complete a task that can be done
in 5 minutes or 4 weeks.
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POSEC• Prioritize- time• Organizing the family and finances• Streamlining-work and chores• Economizing-pastimes, socializing• Contributing-social organizing
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Suggestions• Set realistic goals• Prioritize• Create an action plan• Don’t give in to distraction• Accomplish your goals• Allow for some down time• Smaller accomplishments=greater
success
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Mental Markers• Make a list• Pay bills all at one(if possible)• Get an engagement calendar• Keep a notebook by your bed• Choose a day or night to do shopping• Buy things in bulk